Privacy Policy

1. Service Overview

Qubi provides an AI meeting assistant that joins your video calls to create transcripts, summaries, and actionable insights. This policy applies to our web platform, API services, and any related tools we offer.

Key Principles

• You control when our AI joins your meetings
• Meeting participants can always see our bot is present
• You own your meeting data and can delete it anytime
• We use enterprise-grade security to protect your information

AI Processing with Google Gemini

To generate transcripts and meeting insights, we process your meeting audio using Google's Gemini AI models. Meeting audio and transcripts are sent to Google's secure servers for processing. Google processes this data solely to provide transcription and analysis services to Qubi and does not use your meeting content to train their models or for any other purpose. You can disable AI processing in your account settings at any time.

Google API Services — Limited Use

Qubi's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. For our full attestation covering data accessed from Google Workspace APIs (including the Google Calendar API), see our Google API Limited Use Disclosure.

Policy Updates

We may update this policy as our service evolves. When we make significant changes, we'll notify you via email and update the "Last Updated" date above. Continued use of our service after changes indicates your acceptance of the updated policy.

2. What Information We Collect

We collect only the information necessary to provide our meeting assistant service effectively and securely.

Account & Profile Data

Information you provide when creating and managing your account:

• Name, email address, and password
• Company name and role (optional)
• Profile picture and preferences
• Billing information for paid plans
• API keys and integration settings

Meeting Data

Content generated when our AI assistant joins your meetings:

• Audio recordings from meeting platforms
• AI-generated transcripts and summaries
• Meeting metadata (date, duration, participant count)
• Action items and key points extracted by our AI
• Meeting URLs and calendar integration data

Note: We only collect meeting data when you explicitly request our AI to join a meeting.

Technical Information

Data collected automatically to ensure service quality:

• IP address and general location (country/city)
• Browser type and operating system
• Pages visited and features used
• API usage patterns and performance metrics
• Error logs and diagnostic information

Communication Data

Information from your interactions with our team:

• Support tickets and customer service conversations
• Feedback and survey responses
• Sales inquiries and demo requests
• Newsletter subscriptions and marketing preferences

3. How We Use Your Information

We use your data to deliver our AI meeting assistant service and continuously improve your experience.

Core Service Features

• Generate real-time meeting transcripts
• Create AI-powered meeting summaries
• Extract action items and key insights
• Provide searchable meeting archives
• Enable integrations with your tools

Account Management

• Authenticate and secure your account
• Process payments and manage subscriptions
• Provide customer support and assistance
• Send important service notifications
• Maintain usage analytics and billing

Service Improvement

• Analyze usage patterns to enhance features
• Troubleshoot technical issues
• Develop new AI capabilities
• Optimize transcription accuracy
• Test and deploy service updates

Security & Compliance

• Detect and prevent fraudulent activity
• Monitor for security threats
• Comply with legal requirements
• Audit access and usage logs
• Protect against service abuse

Marketing Communications (Optional)

With your explicit consent, we may send you:

• Product updates and new feature announcements
• Best practices and tips for using Qubi
• Industry insights and meeting productivity content
• Invitations to webinars and events

You can unsubscribe from marketing emails at any time using the link in each message.

4. When We Share Your Information

We share your data only when necessary to provide our service or when required by law. We never sell your personal information to third parties.

With Other Meeting Participants

When our AI joins a meeting, all participants can see it's present. Meeting transcripts and summaries are shared with the person who invited our AI, and they control who else can access this content.

Service Providers & Partners

We work with trusted partners to deliver our service:

• Google Cloud & Gemini AI: For transcription and AI processing
• Attendee.dev: For meeting platform integration

These partners can only use your data to provide services to us and cannot use it for their own purposes.

Legal Requirements

We may disclose information when required by law, such as responding to valid court orders, subpoenas, or regulatory requests. We'll notify you about such requests unless legally prohibited.

Business Transfers

If Qubi is acquired by or merges with another company, your information may be transferred as part of that transaction. We'll notify you of any such change in ownership.

What We Don't Do

• We don't sell your data to advertisers or data brokers
• We don't use your meeting content for AI model training
• We don't share data with social media platforms for advertising
• We don't access your meetings without explicit permission

5. Your Privacy Rights & Controls

You have significant control over your data. Here's what you can do and how to exercise your rights.

Access & Download

View and export all your data including transcripts, summaries, and account information via Account Settings → Data Export.

Correct & Update

Edit your profile, fix transcript errors, and update account preferences anytime via Account Settings → Profile.

Delete Data

Remove specific meetings, bulk delete old content, or close your account entirely via Account Settings → Data Management.

Control Processing

Pause AI processing, disable specific features, or restrict data sharing via Account Settings → Privacy Controls.

Meeting Controls

Before meetings: choose which meetings to record, set recording duration limits, and configure transcript sharing. During meetings: see when our AI is present, request the bot to leave anytime, and pause or resume transcription. After meetings: edit or delete transcripts, control who can access content, and set automatic deletion dates.

Need Help with Your Rights?

If you can't find the controls you need in your account settings, or if you have questions about your privacy rights, contact our privacy team at privacy@getqubi.com — we respond within 24 hours.

6. Security & Data Storage

Protecting your meeting data is our top priority. We use enterprise-grade security measures and follow industry best practices.

Encryption

• TLS 1.3 for data in transit
• AES-256 encryption at rest
• End-to-end encrypted API communications
• Encrypted database storage

Access Controls

• Multi-factor authentication
• Role-based permissions
• Regular access audits
• Zero-trust architecture

Infrastructure

• Google Cloud Platform hosting
• Enterprise-grade certified data centers
• Automated security monitoring
• Regular penetration testing

Data Retention

• 30-day default retention
• User-configurable periods
• Automatic deletion scheduling
• Secure data destruction

Security Incident Response

In the unlikely event of a security incident affecting your data, we'll notify you within 72 hours and provide detailed information about what happened, what data may have been affected, and what steps we're taking to resolve the issue.

7. Global Operations & Data Transfers

Qubi operates globally while respecting local privacy laws and regulations.

Data Locations

• Primary: US (Google Cloud)
• Processing: Regional optimization

Legal Frameworks

• CCPA (California residents)
• Standard Contractual Clauses

Your Controls

• Choose data residency
• Request local processing
• Exercise regional rights

8. Questions & Contact Information

We're here to help with any privacy questions or concerns.

Privacy Questions

For questions about this policy, data requests, or privacy concerns, contact us at privacy@getqubi.com — we respond within 24 hours.

General Support

For technical issues, account questions, or general help, contact us at contact@getqubi.com — we respond within 4 hours.